LINC Policy Council Meeting Minutes (not yet approved)
April 10, 2002
Members Present: Phill Cohee, Glenna White, Jan Ison, Bethany Bolduc, Sally Duchow, Janet Sutherland, Lynn Schmitt, Clara Schroeder, Barb Turner
Members Absent: Cynthia Helms, Mary Bissey
LTLS Staff: Pat Boze, Merdy Smith
The meeting was called to order at 1:30 p.m. The minutes of the February 21, 2002 meeting were reviewed and approved. No other items were added to the agenda of today’s meeting, although the ordering of items was changed slightly.
LTLS continues to have problems getting APS data in a timely fashion. This is the data that is used for calculation of next year’s LINC costs (Ongoing and Cataloging Center). A possible resolution, being considered by the LTLS Budget & Finance Committee for recommendation to the LTLS Board, is to add 25% to the most recent data received from a library that is delinquent in submitting APS data (regardless of the fiscal year time frame) and calculating their costs based on that figure.
There was also discussion about the timeframe for submission of APS data. Members expressed concern about making the deadline too soon after the end of a library’s fiscal year.
Jan shared possible changes in the LTLS Finance Policy, having to do with delinquent accounts. These changes include definitions for what is delinquent and a description of actions that will commence after an account becomes delinquent. Again, the LTLS Board will be considering these recommended changes as part of policy.
Dr. Moen and colleague Dr. Larry Enoch will be visiting with automation staff, board members, and automated and non-automated library staff from each library system. The LTLS visit with librarians was scheduled for 4:00-5:30 April 17. However, Jan said that could be changed if it would work better to do it on April 18. April 17 is also Library Advocacy Day and several are going. Members of LPC said they would like to meet as planned, on 4/17. Pat reviewed some of the questions that will likely be asked. The questions are not technical in nature but will generally focus on advantages, disadvantages, and barriers to belonging to the LLSAP.
Jan presented several different scenarios for continued funding of web-based resource cataloging. LINC Directors Group approved this activity as a ‘demonstration’ project last October. Now, on an ongoing basis, a stable funding mechanism needs to be in place. Members of LINC Policy Council discussed the different scenarios, including sharing costs based on Cataloging Center formula, on the Ongoing LINC formula, and equally across libraries. Discussion centered on whether this was an access service or a cataloging/bibliographic service. Members expressed their opinion that it was both.
Janet Sutherland made a motion, seconded by Clara Schroeder, to present the following recommendation to the LINC Directors Group:
For FY2003, a total of $5,000 for cataloging of web-based resources will be equally divided between individual library agencies.
Last year, libraries shared a ‘batchloading’ cost. For next year, because the Illinois State Library is picking up this cost, those costs will not be assessed in FY2003.
Pat explained that the visit to the Indianapolis-Marion County Library has been scheduled for May 2, 2002. This public library is a large, multi-branch Horizon site. Members of LINC Policy Council and LTLS staff will be visiting this site to see a demonstration of the various Horizon modules and how it has been implemented at this library. Pat asked if there were particular questions that she could forward onto the contact person. Members of LPC said they would like an overview of the system, including the PAC, Circulation, Cataloging, Acquisitions, Serials, Homebound, Inventory, Statistics, and Community Resources modules.
LTLS staff will put together a list of questions, in addition to questions individuals may have. More information will be sent out as the plans for this visit are finalized.
The Illinois State Library has awarded the FY2002 Live & Learn Automation Grant. This grant will be used for automating new libraries. We are working on a ‘system status’ screen to put on the LTLS web page, with information about the technology services and their status. If something should happen to a service, librarians can go to this web site to see the status of the service.
Five LINC Policy Council members’ terms expire on June 30, 2002 (Cynthia Helms, Barb Turner, Glenna White, Lynn Schmit, Mary Bissey). A Nominating Committee from the LINC Directors Group must be formed to nominate new members.
An email will be sent out to members of LDG, asking for volunteers for the Nominating Committee.
A communication was received from Scott Drone-Silvers, Lake Land CC, asking for better communications between LINC Policy Council and LINC Directors Group. LTLS is including meeting links in Quick Connections, which provide the agendas, minutes, and accompanying documents on the web link for that meeting.
This has been a formative year for the new governance of LINC and we are working to constantly improve the communications.
The meeting was adjourned at 4:20 p.m.